Administrative Procedure 132

BUS AND SCHOOL OPERATIONS IN
INCLEMENT WEATHER

Background

The School remains open to students on the dates and during the hours established by the Board unless extreme circumstances interfere with the safe operation of the School. In the event of weather or other emergencies that pose a significant risk to students, transportation services may be cancelled and the school may also be closed due to safety risks for students and staff.
Whenever transportation services are cancelled and/or school closures occur, parents/guardians and staff will be notified as soon as possible. Parents and staff are advised to be weather conscious and anticipate the possibility of transportation and school closures especially during the winter season. Generally whenever Peace Wapiti cancels its buses in the Valhalla bus route area, so does VCS and if PW bus routes are running so will VCS.

Procedures

Wind Chill Index: is a cold injury prevention tool that equates outdoor conditions to an equivalent temperature with no wind, representing the degree of “chill” our skin senses.
1. Student Transportation
1.1. School bus service may be suspended by the Superintendent, in consultation with the Director of Student Transportation, if the temperature is -40 degrees Celsius (excluding wind chill) or colder; or -45 with wind-chill or colder at 5:30 a.m. at a Key Weather Station Location (see 1.3). Because temperature conditions vary from region to region, the decision to cancel buses is made as close to the local community as possible.
1.2. School bus service may also be suspended or delayed by the Superintendent, in consultation with the Transportation Lead, because of adverse weather or road conditions.
1.3. The Transportation Lead shall consider information provided by County of Grande Prairie; Environment Canada and 511 throughout local communities (i.e. Hythe, Beaverlodge, LaGlace, Wembly and Valhalla) when making a recommendation to the Superintendent regarding the suspension of school bus service.
1.4. Suspension of school bus service may be limited to a specific region of the Division.
1.5. Suspension of school bus service may be done on a route-by-route basis.
1.6. The Superintendent, in consultation with the Transportation Lead, shall make a decision regarding school bus suspension by 6:00 a.m.—or the previous night if conditions make it obvious that service will be suspended the following day.
1.7. When school bus service is suspended by the Superintendent, school shall remain open to students. Parents need to be aware that under extreme emergency conditions, the Superintendent may close the school.
Valhalla Community School Last Reviewed: February 2, 2025
1.8. When regular school bus service is suspended by the Superintendent, all school field and athletic trips shall be cancelled.
1.9. If unsafe road conditions occur, the Transportation Lead, in consultation with the bus operator, has the discretionary power to decide not to operate or to abandon completion of the morning route by returning students to their homes. Student Transportation staff must ensure students have adequate access to residences.
1.10. If an emergency arises during the school day and conditions pose a health and/ or safety risk, the Principal may request permission from the Superintendent to authorize individual or all buses to leave school prior to regular dismissal time to facilitate the safe transportation of students.
1.10.1 Permission may be granted by the Superintendent if the parent or guardian of every student is contacted and agrees that it is safe to transport the student at an earlier than usual time. No child is permitted to leave the school on an early dismissal without specific consent of a parent/guardian. Students should not be placed at risk as a result of an early dismissal.
1.10.2 Students whose parents do not consent to school transportation resulting from an unexpected early dismissal will be responsible to pick up their child(ren) and the school is responsible for providing supervision until the parent or guardian arrives.
1.11. Should weather conditions be extreme or deteriorate during the day in a particular region/area, the Principal, in consultation with the Superintendent, may close the school to all students and staff.
1.12. Bus operators are to hold themselves in readiness for service in cases of pending extreme conditions.
1.13. The Transportation Lead shall ensure that an established monitoring system is in place to initiate a follow-up action if a bus is overdue on their route during cold and stormy weather conditions.
1.14. Communication
1.14.1 Parents/guardians and school bus operators shall be advised annually of the procedures used for the suspension of school bus service.
1.14.2. Whenever the transportation services are cancelled, or if changes are made to the regular transportation services, all families affected by the decision will be notified as soon as possible by automated message (email, SMS) to announce any suspension/change of bus service. Student Transportation staff must ensure students have adequate access to residences. Parents share in the responsibility to anticipate transportation service cancellations due to weather and road conditions and make appropriate arrangements for their child(ren’s) safety and supervision.
1.13.3. The Transportation Lead shall update the bus status notice on the school website.
2. When transportation is cancelled, the School will usually be closed for classes. However, a staff member or delegate will be at the school to receive any child who arrives despite the cancellation
Valhalla Community School Last Reviewed: February 2, 2025
of buses and /or school closure. The child will be supervised until the parent is notified and is able to pick up, or arrange for the appropriate pick up of the child.
1.15 Students
1.15.1. Students who ride school buses must wear or carry clothing appropriate for the weather conditions. Effective November 1 to March 31 students who ride school buses shall be required to wear winter footwear and outerwear, and to carry with them winter headgear and gloves or mittens, It is the responsibility of the parents to ensure that their children comply with the requirements.
1.15.2. If a student is not wearing, or does not have in their possession, appropriate clothing for the weather conditions the bus driver shall advise the parent, Principal, and document the discussion.
1.15.3. In a situation that the Principal determines to be of significant risk to the student, the student may be required to remain inside the school until the parent/guardian is able to deliver appropriate clothing or pick up the student.
1.16 Staff
1.16.1. In the event road or weather conditions are extreme, the Superintendent, in consultation with the Principal, may authorize that staff members are not to report to work, to postpone their journey to work or to work online from an alternate location.
1.16.2. For safety purposes, the Principal shall ensure one staff member is at the school to temporarily accommodate students who report to school.

References: Section 11, 25, 26, 33, 52, 53, 60, 196, 197, 222, 225 Education Act
Guide to Education ECS to Grade 12

Reviewed or Revised: October, 2025